Legal & Privacy Policy
1. Introduction
This policy applies to all AOLC (Pty) Ltd services: StaffWatch, ServiceDesk, HRPay, Auth Platform, and GRC (collectively "the Platform").
AOLC (Pty) Ltd (Registration: 2013/192846/07), a company owned by The Ivest Trust (IT2171/2010), is the data controller for all personal information processed through the Platform.
2. POPIA Compliance
We process personal information in accordance with the Protection of Personal Information Act 4 of 2013 (POPIA), South Africa.
Lawful basis for processing:
- Consent — Staff members consent to monitoring when accepting the StaffWatch terms of use
- Contract — Processing necessary to fulfil our service agreement with your organisation
- Legitimate interest — Security monitoring, fraud prevention, system administration
Information Officer:
As required by POPIA, the Information Officer for AOLC (Pty) Ltd can be contacted at privacy@aolc.tech.
3. Data Collection & Processing
What we collect:
- Identity data — Name, email, job title, department
- Authentication data — Password hashes (bcrypt), MFA secrets, session tokens
- Monitoring data (StaffWatch) — Application usage, website visits, screenshots, active/idle time, policy violations
- Business data (ServiceDesk) — Tickets, invoices, contracts, time entries, client records
- HR data (HRPay) — Leave balances, payroll information, employee records
- Device data — Hostname, OS version, agent version, IP address, last seen timestamp
Data residency:
Primary platform data is hosted in South Africa (Vultr Johannesburg data centres + MinIO on Vultr JHB). Some features use approved sub-processors outside South Africa as disclosed in our Privacy Policy (PP-2026.04), including AI processing providers where enabled.
4. Data Retention
- Activity logs & screenshots: 90 days rolling (configurable per tenant)
- Audit logs: 90 days active + 365 days cold storage
- Login events: 90 days
- Business records (invoices, contracts): 7 years (per SARS requirements)
- Account data: retained while the account is active, deleted within 30 days of account closure
5. Security
- All data in transit encrypted via TLS 1.2+
- Passwords hashed with bcrypt (cost factor 12)
- MFA available via TOTP (authenticator app) or email verification
- API authentication via JWT tokens (HS256, 8-hour expiry)
- RMM integration credentials encrypted with Fernet (AES-128-CBC)
- Per-tenant data isolation (separate databases or tenant_id filtering)
- Automated nightly backups to encrypted object storage
6. Your Rights (POPIA)
You have the right to:
- Access your personal information
- Correct inaccurate information
- Delete your data (right to be forgotten)
- Object to processing
- Data portability — request your data in a machine-readable format
To exercise these rights, contact privacy@aolc.tech. We will respond within 30 days.
7. Cookies & Tracking
The Platform uses localStorage for authentication tokens. We do not use third-party cookies, tracking pixels, or analytics services. No data is shared with advertisers.
8. Third-Party Services
- Vultr (Johannesburg) — Server infrastructure
- Xero — Accounting integration (ServiceDesk only, per-tenant opt-in)
- SendGrid — Transactional email delivery
- Anthropic Claude — AI-generated insights (StaffWatch only, no personal data sent)
9. Terms of Service
By using the Platform, you agree to:
- Use the services only for lawful business purposes
- Not attempt to circumvent security measures or access other tenants' data
- Maintain the confidentiality of your authentication credentials
- Inform employees when StaffWatch monitoring is active (employer's responsibility)
AOLC reserves the right to suspend or terminate access for violations of these terms.
StaffWatch subscription price schedule
Prices are in South African rand (ZAR) and exclude VAT:
- Starter: R600 per month flat, for up to 10 seats
- Professional: R99 per seat per month, or R82 per seat per month on a 12-month term
- Enterprise: R150 per seat per month
Month-to-month subscriptions may be cancelled at any time. The R82 rate applies only on a 12-month term. A 12-month term runs for its full term. If it is cancelled early, the discount falls away and the balance of the term is charged at the month-to-month rate of R99 per seat per month. Payment is due monthly in advance, and prices may change with 30 days notice.
10. Contact
AOLC (Pty) Ltd
Registration: 2013/192846/07
A company owned by The Ivest Trust (IT2171/2010)
South Africa
Privacy: privacy@aolc.tech
Support: support@aolc.tech